Description

Sort through emails received and place into appropriate subfolders between queries, statements, invoices. Receive postal mail invoices. Scan and place into appropriate folders for uploading into Vendor Invoice Management (VIM). Move VIM invoices into scanning solution and scan. Perform checks on images. Move scanned VIM invoices into SAP and perform validations on invoices when necessary. Maintain log of invoices received for statistical information. Assist Proactive Invoice Processing (PIP) team with matching approvals, input, etc. as needed. Resolve and post invoice exceptions in VIM that did not automatically post Including following up with logistics for Goods Receipts (GRs), business for approvals, and Purchasing with discrepancies in pricing or quantities, etc. Perform routine follow ups with any invoices that have been work-flowed and no response. Reconcile statements and work with vendors to resolve discrepancies. Respond to queries within 48 hours of receiving email/phone call. Work on intercompany confirmation – including determining discrepancies and resolving with counterparty. Work with the central teams to submit vendor master changes, including banking changes, remittance changes, etc. Match purchase orders to invoices and enter invoices into system. Charge expenses to accounts and cost centers by analyzing invoice/expense reports and recording entries. The processing of transactions includes validation checking for correctness and completeness using pre-defined rules and appropriate IT or manual systems. Build good working relationships and trust with all external vendors and the internal business unit representatives. Internal month-end closing activities by submitting accruals for unprocessed invoices and claims, reviewing journals for adjustments and following up on outstanding debts and credit balances. Maintain local operating procedures and work instructions in a timely manner. Verify vendor accounts by reconciling monthly statements and follow up closely on invoices with relevant parties. Provide accurate and effective document preparation and records management relating to the AP function in accordance with records retention policies and procedures. Check all vendor contact records are input to ERP systems accurately and timely. possessing basic knowledge on ServiceNow application.

Role and Responsibilities

• Sort through emails received and place into appropriate subfolders between queries, statements, invoices. Receive postal mail invoices. Scan and place into appropriate folders for uploading into Vendor Invoice Management (VIM). Move VIM invoices into scanning solution and scan. Perform checks on images. Move scanned VIM invoices into SAP and perform validations on invoices when necessary. Maintain log of invoices received for statistical information. Assist Proactive Invoice Processing (PIP) team with matching approvals, input, etc. as needed. Resolve and post invoice exceptions in VIM that did not automatically post Including following up with logistics for Goods Receipts (GRs), business for approvals, and Purchasing with discrepancies in pricing or quantities, etc. Perform routine follow ups with any invoices that have been work-flowed and no response. Reconcile statements and work with vendors to resolve discrepancies. Respond to queries within 48 hours of receiving email/phone call. Work on intercompany confirmation – including determining discrepancies and resolving with counterparty. Work with the central teams to submit vendor master changes, including banking changes, remittance changes, etc. Match purchase orders to invoices and enter invoices into system. Charge expenses to accounts and cost centers by analyzing invoice/expense reports and recording entries. The processing of transactions includes validation checking for correctness and completeness using pre-defined rules and appropriate IT or manual systems. Build good working relationships and trust with all external vendors and the internal business unit representatives. Internal month-end closing activities by submitting accruals for unprocessed invoices and claims, reviewing journals for adjustments and following up on outstanding debts and credit balances. Maintain local operating procedures and work instructions in a timely manner. Verify vendor accounts by reconciling monthly statements and follow up closely on invoices with relevant parties. Provide accurate and effective document preparation and records management relating to the AP function in accordance with records retention policies and procedures. Check all vendor contact records are input to ERP systems accurately and timely. possessing basic knowledge on ServiceNow application.